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Policies
 

Exhibits and Display Events


All fire and safety regulations and procedures of the City of Boston must be followed without exception. These include scaled diagrams and all necessary exhibit show permits which may be obtained from the Boston Fire Department (BFD) Fire Prevention Unit. Additional permitting may be required from the Boston Fire Department Special Hazards Unit. Visit the Boston Fire Department website for permit applications/forms and fire prevention guidelines, just Click Here. These items must be submitted to your Catering and Convention Service Manager at least 30 days prior to the start of the event. Once approved by the Hotel, the diagrams/floor plans, as warranted, must then be submitted to the Boston Fire Department for approval. Your Catering and Convention Service Manager will coordinate with Hotel Security on any special requirements/issues that require resolution with the Boston Fire Department. Compliance with the permitting requirements will be listed on the event resume along with any special issues noted.

 

Please be aware that the designated decorator responsible for the set-up and teardown of your exhibits must adhere to hotel guidelines. These specific guidelines can be provided to you in writing upon request.


General cleanliness of the exhibit area, such as vacuuming, light trash removal, will be the responsibility of the general contractor. All trash created by the company during set-up is to be removed by the company. Also, it is the responsibility of the general contractor to maintain all of the exhibitor area the client has contracted. It is further understood that the Sheraton Boston will be responsible for cleaning any items related to food and beverage functions sponsored by the group or individual exhibitors and provided by the Hotel.

 

Poster Board Events:
 

The Sheraton Boston does not provide miscellaneous items such as chairs, tables, ashtrays, punch bowls, easels etc. to exhibitors when a General Contractor is contracted.

Exhibits/Displays


No storage of any kind is allowed behind pipe and drape, display wall, or inside the display area. The maximum quantity of operation and advertising material that may be stored inside the exhibit is a one-day supply. All crates, boxes and additional equipment etc. must be removed prior to the show and returned at the end of the show/during move-out. All freight must be transported on dollies and not pushed directly on the hotel carpet.

 

Exhibits/Displays must be contained within the contracted assigned function event space. 
 
Should Exhibits/Displays/Poster Session events be added after the sales agreement is signed, please contact your Catering and Convention Service Manager immediately. Additional rules, regulations and fees may apply to these added functions.

 

Exhibit events requiring a large amount of refrigeration must rent a refrigerated truck and coordinate dock space in advance.

 

All materials, including scenery, drapes or signs used in the construction of an exhibit booth must be flame-retardant. Polyurethane foam must pass the [Boston Fire Department’s] "standard flame test." Only fire-retardant corrugated cardboard and paper may be used. 

 

No hazardous demonstrations, such as welding, cooking with natural gas/electricity or heater demonstrations, will be permitted without a permit from the Boston Fire Department. 

 

PYROTECHNIC DISPLAYS ARE PROHIBITED IN ANY FORM AT ANY TIME WITHIN THE HOTEL.

 

 

Exhibits: Table Top Displays


Tabletop exhibits cannot contain any heavy equipment. 

 

A table top display is difined as one (1) 6x30 table, skirted, with 2 chairs presenting printed material (i.e. brochures) on top of said table. In some cases, a portable display unit (commonly referred to as a pop-up display) may be placed on top of the table.

 

By City of Boston Fire Code, any exhibit (booth or tabletop) must be placed inside either the event space room contracted or in an approved pre-function/foyer area.

 

Please note:


Table top displays may be limited in number in pre-function/foyer areas due to strict city of boston/fire marshall codes. This would focus on pre-function space/foyer areas that have physical exit door locations. These displays must be clear and free of any obstruction items. If needed, table top displays may be reduced on site to be in compliance with the city of Boston fire code.
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Sheraton Boston Hotel | Prudential Center, 39 Dalton Street, Boston, MA 02199